Executive Assistant and Office Manager (Full-Time)

JOB DESCRIPTION : Executive Assistant and Office Manager

Below covers everything you need to know about what this opportunity entails, as well as what is expected from applicants.

Covenant House California (CHC) is seeking a dynamic and reliable individual to serve as the Executive Assistant to the agency’s Chief Executive Officer (CEO), Chief Program Officer, and Chief Financial Officer and as Office Manager at the organization’s corporate office in Hollywood, CA.

This is a hybrid position that places the employee at the center of the organization’s operations and strategy.

CHC is the largest provider of Transitional Aged Youth (TAY) homeless services in Los Angeles, Orange County, Santa Clara, Santa Cruz, and Alameda County.

Serving over 2,000 youth each year through a broad spectrum of services, CHC has more than doubled in size during the past 3 years.

The Executive Assistant is a key individual in serving the agency, as well as supporting the energetic and hard-driving Executive team, in effort to provide more solutions for youth experiencing homelessness by providing administrative bandwidth, support, and cohesion on the leadership team.

Covenant House California has a deep commitment to diversity, equity, inclusion, and equal opportunity. We are committed to building a team that is representative of the young people we serve.

We value a diverse team of people whose lived expertise informs their relationship to our work. Women, trans-and gender-nonconforming folks, LGBTQ+ people, BIPOC (Black, Indigenous, People of Color), and individuals with disabilities are strongly encouraged to apply.

POSITION SUMMARY :

Under the general supervision of the agency’s Director of Operations in Los Angeles, this position is responsible for providing executive support to the CEO and executive staff and managing the office operations for Covenant House California (CHC).

This role includes administrative support, purchasing, and facility coordination for the agency. The Executive Assistant and Office Manager maintains purchasing documents, files, administrative records, and databases, and coordinates with the CHC maintenance staff and Director of Operations for facility-related duties.

CLASSIFICATION :

Non-Exempt hourly, 40 hours per week

PAY RATE : $36 per hour

$36 per hour

Essential FunctionsExecutive Support :

• Promotes the mission and values of Covenant House California through all communication and support of the Executive staff.
• Presents as the face and voice of the Executive Offices to the public, staff, clients, and other stakeholders.
• Handles telephone calls for the CEO, and when necessary, for resolution, transfers to the appropriate staff.
• Provides comprehensive administrative support to the CEO, including managing the CEO’s calendar, scheduling meetings, preparing correspondence, and handling confidential information.
• Coordinates and organizes meetings, including preparing agendas, taking minutes, and distributing follow-up action items.
• Assists with travel arrangements and expense reports for the CEO and other executive staff as needed.
• Acts as a liaison between the CEO and staff, board members, and external partners.
• Coordinates office services and related activities of the CEO, Chief Program Officer, and Chief Financial Officer including, but not limited to :
• Maintain calendars and appointment schedule.
• Screening of impromptu visitors to CEO’s and Executive office.
• Scheduling and communication around Quarterly Board of Directors meetings, and the corresponding committee meetings.
• Compiles statistical information; develops reports and completes special projects when designated by the CEO.
• Schedules and prepares agendas for regular and special called meetings, securing requested information and compiling various reports and studies.
• Responds to correspondence not requiring the personal attention of the CEO.
• Coordinates Executive Team meetings, including assembling agenda and information, record minutes, distribution of follow-up assignments, and maintenance of records.
• Maintains files and correspondence for the CEO, Board members, and key staff.
• Prepares required documentation and follow-up in the CEO’s and Executive office for authorized payment.
• Sorts and distributes all CHC mail to appropriate departments / case managers.
• Opens and prepares the CEO’s office mail and distributes appropriately.
• Enters donor contact information into Raiser’s Edge, on behalf of CEO.

Office Management :

• Oversees the day-to-day office operations, ensuring a well-organized and efficient workplace.
• Manages office supplies inventory, ordering, and distribution to staff as needed.
• Coordinates maintenance and repair services for office equipment and facilities.
• Ensures compliance with health and safety regulations within the office environment.

Purchasing :

• Verifies all approved requisitions and work orders, contacts vendors for pricing and bids, and prepares purchase orders (PO) in accordance with established policies and procedures.
• Coordinates with vendors to ensure timely and satisfactory delivery of goods and services.
• Receives items ordered, compares with PO, distributes to requisitioners, and provides Accounts Payable with proof of receipt.
• Maintains records and purchase orders of all contracts and leases of services and equipment, coordinating renewals with the Director of Operations and Finance staff.
• Maintains inventory levels to minimize out-of-stock situations for general office supplies.
• Coordinates with the maintenance worker to ensure vendors deliver and complete all purchase orders related to facility repair and maintenance satisfactorily.
• Maintains all purchasing documents, files, and data to ensure the availability of documentation and compliance with established policies and procedures.

Administrative Support :

• Coordinates facility issues and emergencies with CHC maintenance staff and the Director of Operations for immediate resolution, including vendor contact, bids, and preparation of purchase orders.
• Participates in meetings and workshops to convey and gather information required to perform job functions.
• Interfaces with the agency’s Finance Department regarding purchasing, billing, and contract management for purchasing.
• Assists Director of Operations in various administrative and clerical tasks as needed including data entry, filing, and follow-up to departments.
• Assists with all audit requests and document needs.
• Performs other related duties as assigned from time to time.

Job RequirementsEDUCATION :

Bachelor’s Degree preferred, or High School Diploma with at least 5 years of experience.

EXPERIENCE :

Minimum of five (5) years’ experience in comparable positions with proven results, preferably in a non-profit agency.

SKILLS :

College-level oral and written communication skills, as well as exceptional organizational skills. Capacity to handle multiple tasks, priorities, and interactions with Board of Directors, staff, volunteers, and clients effectively.

Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Raiser’s Edge, etc. Attention to detail, ability to prioritize and handle multiple projects at one time and be able to work well with diverse personalities within a very fast-paced dynamic culture.

TRANSPORTATION :

Valid California driver’s license and a good driving record is highly recommended.

WORKING CONDITIONS :

General business / office environment. Must be able to lift up to 40-50 lbs. on occasion, bend, sit, and stand for prolonged periods of time.

On occasion, work outdoors in all weather conditions during facility checks with the maintenance worker regarding completed POs which sometimes involve dust, noise, and fumes.

Some weekend / holiday work may be required. Full-time 40 hours per week.

EQUIPMENT USED :

Computers, calculators, fax machines, telephone, and other equipment required.

Covenant House California does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.

These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services.

We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

Covenant House California is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.

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